Global Administrative Assistant

Independent Diplomat
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Nov 07

Position description

To provide administrative assistance to all ID staff, offices and projects globally. ID is seeking a professional administrative assistant to support ID’s project and operations staff in the US, London, Brussels and Geneva and facilitate the smooth running of all operations and administration. 



  • Maintain and manage ID calendars
  • Schedule and set up meetings, both internally and externally
  • Maintain administrative and scheduling contacts and relationships across ID’s operations and projects
  • Make travel arrangements
  • Manage ID’s global Insurance policies
  • Manage ID’s global vendors 
  • Help to plan and execute ID’s Board and Trustees meetings 

Human resources

  • Manage recruitment and onboarding processes for all staff and intern positions worldwide
  • Maintain personnel files
  • Serve as the contact for global compliance issues
  • Help to plan and execute ID’s annual staff retreat 
  • Manage employee benefits plans
  • Manage HR related policies and procedures across the different office locations; including but not limited to employee handbook, operational policies, travel and business expenses, risk management and mitigation and security protocols
  • Manage and track contracts for all staff, interns and consultants

Information Technology 

  • Manage all ID’s IT systems and security (with ID’s IT consultants) including phone systems, email systems, and data management systems



  • With office directors, ensure smooth running of ID’s offices in NY, Brussels and Geneva
  • Manage office leases, supplier contracts and lead on renewal processes 
  • Maintain schedules and files concerning compliance issues and filings
  • Coordinate and serve as the point person for local registrations and membership bodies

Global compliance

  • FARA reporting and tracking
  • GDPR compliance 
  • HR policy compliance
  • EU Transparency Register


  • Assist in the preparation of required annual audit and regulatory filings across all ID offices, including but not limited to 1099’s, W-2’s and 990’s
  • Quickbooks data entry, as needed


  • Other duties as assigned by Executive Director and Managing Director


  • Bachelor’s degree related to job duties
  • At least 2-3 years’ experience in administration, human resources, non-profit finance or related field with international exposure

Preferred Skills and Knowledge:

  • Proficiency with Microsoft Office Suite.
  • Technologically savvy
  • Proficiency with Quickbooks
  • Extreme competence and attention to detail
  • Ability to perform several tasks concurrently with ease and professionalism
  • Ability to work independently to meet deadlines
  • Outstanding interpersonal skills and work ethic with strong client service orientation
  • MUST maintain confidentiality and security
  • Articulate, outgoing and experienced in working in a multi-cultural environment
  • Experience in working in international environments and managing systems in multiple currencies
  • An interest in and commitment to ID’s mission and international affairs
  • Possess high energy, creativity, a sense of humour, cultural sensitivity and social tact

Application instructions

Applications should include a CV and a succinct letter detailing your interest in, and qualifications for the position. Please send applications and reference “Global Administrative Assistant” in the subject line. Review of applications will begin immediately and will continue until the position is filled. Due to volume, all applications will not be acknowledged, but those chosen for interviews will be contacted further. The identity of applicants will be held in strictest confidence. No phone calls please.

Independent Diplomat is an equal opportunity employer and makes employment decisions on the basis of qualifications and merit. Our objective is to encourage diversity and have the best available person in every job.  ID’s policy prohibits discrimination based on race, colour, creed, gender, gender identity or expression, sex (including pregnancy), religion, marital status, familial status, age, alienage or citizenship status, national origin, ancestry, physical or mental disability, medical condition, genetic information or predisposing genetic characteristics, sexual orientation, military status, domestic violence victim status or any other unlawful consideration.

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